Admin Console Guide

In this admin console overview, you’ll learn all there is to know about the Admin Console, your tool for adding users, building groups, customizing security settings, and much more.


Access your settings and other functions via links in the lefthand navigation of the Admin Console.  In most cases, clicking one of these links displays a page with many settings and options arranged logically under a series of tabs that display across the top of the Admin Console screen. 




After clicking the Admin Console on the left sidebar, you’ll be taken to the Overview tab, where you’ll see charts and graphs that offer a quick snapshot of recent user activity and storage stats.

For more information check out this article here:


User and Groups


The Users and Groups tab is where you’ll add or remove users and manage their settings. You can also create groups and manage membership. Here’s how to start building your Box team:


Adding Users


    1. Click the +Users button. A new section will appear where you can enter the user’s name and email address, allocate their storage space and set their default language:

      Two points to note:

      • Check Unlimited to enable the user to share your account’s total available storage space
      • Only folders the user owns count toward their storage limit. If you set the limit to 0 GB, they’ll still be able to upload to other users’ folders – but won’t be able to create folders of their own.adminConsoleNewUser.png


    2.  Under the Access Permissions section, you can add the new user to your existing groups or collaborative folders. Just click the appropriate drop-down link in the Access Level column, then chose the level of access they’ll need:adminConsoleAccessPermissions.png


When you’re done, click Add User to send off an invitation.  When the contact accepts it, they’ll be a managed user in your account. 


Bulk Adding Users


 If you need to add a large number of folks to your account, check out this article here: 


Editing Users


In the future you may need to adjust settings for one or more of your users. To do this for an individual:

  1. Click the Users and Groups button in the blue header bar
  2. Click on the name of the user you’d like to edit
For all the features and settings you can change for a user, check out the following article here:


Bulk Editing Users


To learn how to adjust the same user settings for multiple users at a time, check out this article about bulk editing users here: 


Managed Users vs. External Users


Box distinguishes between "managed users" and "external users."

  • Managed users are full-fledged members of your Box account. On Enterprise accounts, you’ll be able to instantly log in, edit their settings and add them to groups.
  • External users have their own Box accounts, separate from yours. These users are collaborating in one or more folders in your account. You cannot instantly log in to their accounts, edit settings or add them to a group; however, you can control their access to your content. 




Within the Groups tab you can conveniently manage folder membership for sets of users, like departments or project teams. See Creating and Managing Groups for more info.

Note: This feature is available only to Enterprise admins.




Click Content to be able to access, share, lock, and get details about the content files in each of your user's Box accounts. For more information, check out our guide below:



 All Box business accounts are equipped with simple but powerful reporting functionality.  From the Reports tab you can run a variety of account-wide reports: usage logs, file/user statistics and security audits. For more information, check out our guide below:




Click Governance to create and configure policies, holds, and a range of other techniques to keep your organization's content secure. 


Account & Billing


Click Account & Billing to modify your Box account and reach the Box sales team.


Enterprise Settings


Click Enterprise Settings to manage your account’s global settings. Any rules set here apply to each of your users, so choose wisely.  Enteprise Settings tabs include:


Custom Setup


From this tab you can configure basic information about your account, such as your company name and sub-domain, whether you can customize individual settings for your users, and how many versions of a file Box should retain.




From this tab you can access a host of options for controlling how users sign up for and log in to Box.

For more information on Box's security options:


Content & Sharing


From the Content & Sharing tab you can apply defaults that affect shared links throughout your account. 

For more information:




From this tab you can set account-wide options for email and real-time notifications. Real-time notifications display right within the Box website when your collaborators take action. Plus, each real-time notification contains a link that takes you right to the item in question. Email notifications can also be adjusted at enterprise-wide, account-wide, and folder specific levels.


For more info on setting email notifications on an enterprise level, check out the following article:


User Settings


From this tab, you can manage several account-wide settings. They’ll apply as defaults for your users, but can be adjusted individually at the sub-account level later on. 


The most important thing you’ll do here is choose the New User Defaults. This enables you to apply default settings for every new user, which saves you time in the future.


Controlling Applications


From this tab you can control which applications managed users are permitted to use.  For more information:




From this tab you can get visibility into all account activity—including users and their files—and manage how content is shared and accessed from both inside and outside the company. For more info on all available features, check out the article below:


App Use Management


Click this tab to enable device pinning (managing the number of unique devices a user can utilize to access different Box applications, such as Box Sync, Box Edit, Phone Applications, and so on) )and monitor application usage. For more information on Device Pinning, please read the Device Pinning Overview.


Device Trust:


Set up specific security criteria a device needs to meet in order for its user to access your company's Box account through different Box applications. 

Note: Currently, Device Trust is only available to Enterprise and Elite customers and only supports Box Sync and Box for iPhone and iPad. To enable Device Trust, please contact your Customer Success Manager (CSM) or Account Executive (AE). 

For more information on Device Trust, please read the Device Trust Overview.

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